Executive Assistant

Tennessee Hospital Association•Brentwood, TN

18d•Hybrid

About The Position

The Executive Assistant, Member Relations & Education provides high-level administrative, logistical, and programmatic support to ensure the successful planning and execution of meetings, events, and member engagement initiatives. This role is critical to maintaining departmental organization, supporting leadership, and delivering a seamless and professional experience for members through accurate, timely, and detail-oriented support.

Requirements

Associate or bachelor’s degree preferred
Minimum 2–3 years of administrative, event coordination, or related experience (association, nonprofit, or healthcare environment preferred)
Strong organizational and time management skills, with the ability to manage multiple priorities and deadlines
Excellent written and verbal communication skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
Strong attention to detail and commitment accuracy
Ability to work collaboratively and maintain professionalism in member-facing interactions
Accountability and reliability
Adaptability and flexibility
Strong interpersonal and customer service skills
Ability to prioritize and meet deadlines effectively
Commitment to supporting THA’s mission and enhancing member engagement
Must be able to operate a motor vehicle safely and maintain a valid driver’s license.

Nice To Haves

Experience with CRM systems (e.g., Protech), Cvent, Canva, and virtual platforms such as Zoom and Microsoft Teams preferred

Responsibilities

Provide administrative support to the VP and AVP, including scheduling meetings with members, stakeholders, and organizational leaders (including new CEOs, as assigned)
Coordinate speaker calls and member forums, including scheduling, communications, and preparation of meeting materials
Track key deadlines and proactively provide reminders to leadership
Maintain and manage the department calendar, ensuring visibility into short- and long-term priorities
Reconcile event and webinar expenses, ensuring accurate documentation, receipts, and submission of check requests in alignment with accounting procedures, including signature events
Manage speaker documentation, session grids, and related administrative materials
Assist with coordinating logistics for meetings and events, including catering, facility requests, transportation, IT support, and other duties , as assigned
Assist with preparing and assembling meeting materials, including name badges, signage, and packets, as needed
Develop initial PowerPoint templates and draft agendas for meetings and conferences, as needed
Support the development and distribution of post-event surveys and assist with evaluation reporting
Provide backup support to team members, as directed by the VP or AVP
Provide backup support for: Sponsorship fulfillment, Database management (e.g., Protech) and event registration platforms (e.g., Cvent), Webinar and virtual meeting logistics (Zoom, Teams), Conference and event coordination
Monitor and respond to website inquiries and assist with sponsor updates and content maintenance
This position requires operating a motor vehicle as part of regular job duties. Candidates must be able to perform these duties safely and maintain a valid driver’s license, with or without reasonable accommodation.
Adhere to regular in-office or approved hybrid work schedule. At times, responsibilities of the role may require alternative hours at the direction of VP or AVP
Provide administrative support for grant-related initiatives
Coordinate preparation of CEO gifts and member correspondence
Assist with special projects and member engagement initiatives, as assigned by VP or AVP
Occasional travel (less than 2%), including overnight travel, may be required
Provide occasional backup coverage for the organization’s switchboard and front desk receptionist